Request for Quotation Templates - Excel

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					                                    Project Management Forms: Issue 3
                                              Contents Page
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                                                                   Optional Forms
                                                 Project Management Forms: Data Input Page

                                                 Form 1: Conflict of Interest Declaration / Affirmation of Independence

                                                 Form 2: Registration of Interest (ROI)

                                                 Form 3: Request for Proposal (RFP)

                                                 Form 4: Request for Quotation (RFQ)

                                                 Form 5: Consultants Proposal Report Form

                                                 Form 6: Fees Release Form (For projects over $100,000)

                                                 Form 7 Project Management Checklist (Ministry use)

                                                 Form 8: Project Management Checklist (Board use)

                                                                  Required Forms
                          Advancing Funds Process                                                Reimbursement Process

                   (for projects under or over $100,000)                                  (optional for projects under $100,000)
            Form 9: Memorandum of Agreement (For advancing funds)                Form 10: Project Reimbursement Form

            Form 12: Procurement Report Form

            Form 11: Project Component Information                               Form 11: Project Component Information

            Form 13: Tax Invoice                                                 Form 13: Tax Invoice

            Form 14: Occupancy Use Certificate                                   Form 14: Occupancy Use Certificate

            Form 15: Design Certificate                                          Form 15: Design Certificate

            Form 16: Construction Observation Certificate                        Form 16: Construction Observation Certificate




Contents, Page 1                                                                                                                 Project Management Forms (Issue 3)
                                 Project Management Forms: Input Page
          Return to Contents Page

          School number

          School name


          Project description




                                           1
          Ministry Funding Summary             (All amounts GST exclusive)
          (select each funding source from list)                               Financial Year     MoE Project ID    Project Budget
             5 Year Agreement                                                                                      $
             Roll Growth                                                                                           $
             SPG Deficiencies                                                                                      $
             Other Ministry (please specify)                                                                       $


          Total Ministry funding (excluding GST)                                                                   $



          MoE block number                                                           PMIS)
                                                                               (from(from PMIS)

          MoE block name                                                       (from PMIS)



          Name of project manager



          Name of board representative



          Name of network facilitator


          Name of local office / network
          provision manager




         1
             Attach copy of ministry's approval for Special Needs Modifications and Unforeseen Work.




Data Input, Page 2                                                                                                 Project Management Forms (Issue 3)
                       Form 1: Conflict of Interest Declaration                                              See section:
                                                                                                             5.1.3
                             /Affirmation of Independence
         Return to Contents Page

         Contract description




         Provider Name

         Designation

         Company Name


         PART A - POTENTIAL OR REAL CONFLICT OF INTEREST

         Detailed below are all factors which I feel could be a real or perceived conflict of interest (see below for
         examples) in relation to my involvement in the selection process for letting of the above contract.

         Potential perceived conflict of interest:




         Potential real conflict of interest:




         Provider Name

         Signed                                                                         Date


         PART B - NO CONFLICT OF INTEREST

         I affirm that I have no conflict of interest in relation to the letting of the above contract and that there is no
         reason, real or perceived, to prevent me from participating objectively and fairly in the selection process.

         If anything should come to my attention as the process evolves, I undertake to advise the selection panel
         chairperson immediately.

         Provider name

         Signed                                                                         Date



                                                  Examples of Conflicts of Interest

            ●     Prior involvement in works or services carried out in the recent past for any of the potential

                  tenderers

            ●     A personal relationship, directly or via a family member or close friend, with personnel of any

                  potential tenderer

            ●     A financial interest in a potential tenderer, which may be in terms of shareholdings or other

                  financial arrangements

            ●     A managerial relationship with any potential tenderer, such as board membership

                                                If in doubt, seek advice from the Ministry




Form1, Page 3                                                                                                            Project Management Forms (Issue 3)
                               Form 2: Registration of Interest (ROI)                                            See section:
                                                                                                                 5.2.6
         Return to Contents Page

         School number                                                            Date

         School name

         MoE block number                                            MOE block name


         Project description




         1. Introduction

         The Board of Trustees (the ‘board’) is responsible for the planning, design and construction of school property and
         seeks the services of an individual or company to provide (describe) product or services for the above project, to be
         carried out in accordance with Section 5 of the Ministry of Education’s Property Management Handbook.


         Individuals or organisations wishing to be considered as a potential supplier of (describe) product or services for this
         project should register their interest in the manner set out in this form as follows.



         2. Information to be provided by registrant

                Details of nature of the registrant as individual or organisation. Include type, structure, number of employees,
           1.
                management structure, names and profiles of key person to be employed on this project and full contact details.

           2.   Systems for managing project scope, quality, schedule and budget.

                Current workload. Please advise your current level of availability and any existing commitments of a significant
           3.
                nature to your business.

                Track record. Provide list of recent projects, the nature of the service provided and the approximate value.
           4.
                Include education sector projects where applicable and other relevant experience acquired.


                Skills and abilities. Please provide a resume of skills and attributes that you can provide as part your services
           5.   and support this with referees whom can be contacted if desired. Here you can also tell us about any
                professional associations you are a member of, conditions of engagement requirements, codes of ethics, etc.


                Confirmation that you have or can acquire professional indemnity (PI) insurance (for project management
           6.
                services only) . Note that a successful registrant will be required to have effective PI insurance.

           7.   Any other information you deem relevant to the Registration of Interest.

           8.   All information provided must be accurate and relevant to the registration.

           9.   Other information required by the board.

         (Please complete 1-9 above on separate pages)




Form2, Page 4                                                                                                         Project Management Forms (Issue 3)
         3. The evaluation of registrations of interest
         The object of calling for registrations of interest is to start a process that results in finding one individual or
         organisation that can deliver the product or service required. The process for registering an interest is an open
         process. From this there will be a selection process that includes a pricing component. Following initial evaluation of
         ROI’s the board may:

           1.   Shortlist some registrants for further evaluation; or

           2.   Invite short listed registrants to respond to a Request for Proposal (RFP) or Tender (RFT); or

           3.   Enter into discussions or negotiations with one or more registrants; or

           4.   Select a successful registrant.

           5.   The board may also choose to vary the process and do any of, but not limited to, the following:

                       a.        reject all ROI’s and end the process; or

                       b.        invite additional registrants to register; or

                       c.        invite registrants (whether short listed or not) to participate in a closed tender; or

                       d.        call for an open tender; or

                       e.        cancel or postpone the process; or

                       f.        extend the timeframes for completion of the process.

         In the event that your registration is unsuccessful you will be advised in writing at the earliest opportunity and the
         board will advise the reasons for this decision.



         4. Practical evaluation processes
         In addition to reviewing the ROI’s received the process of evaluation may include:

           1.   seeking clarification of any aspect of the information provided; and/or

           2.   inviting the registrant to present their registration and / or conduct an interview; and/or

           3.   requesting additional information from some or all registrants; and/or

           4.   requesting a tour of relevant facilities managed by the registrant; and/or

           5.   verifying information provided with third parties, checking references or making other independent inquiries
                about the registrant (registrants agree by registering their interest to allow third parties to provide information
                about registrants to the board).

         Any information obtained from a third party will be kept strictly confidential. Note that ROI process is subject to the
         Official Information Act 1982.




Form2, Page 5                                                                                                             Project Management Forms (Issue 3)
         5. Communications protocol
         The board’s authorised representative for this ROI process is:

         Name

         Delegation

         Organisations


         Address




         Contact phone

         Email address


         To ensure a fair process for all registrants you are requested to only communicate with the board’s authorised
         representative for matters relating to this ROI process. Any communications with other parties may invalidate your
         registration or invalidate the process for other registrants. It is preferred that all communications be in writing.
         Wherever practical please adhere to this protocol.



         6. Submission Requirements
         Your initial submission should be in writing and delivered in a sealed envelope to the address following by

                                               (date and time) addressed to the authorised representative and marked

         Registration of Interest for         (describe)        product or services for the

                                                                            project.


         Address




         Email address

         Fax number



         Emailed or faxed submissions are / are not acceptable. It should be noted that these are less secure methods of
         communicating information.




Form2, Page 6                                                                                                          Project Management Forms (Issue 3)
                                  Form 3: Request for Proposal (RFP)                                             See section:
                                                                                                                 5.2.6
        Return to Contents Page

        School number                                                            Date

        School name

        MOE block number                                             MoE block name


        Project description




        1. Introduction

        The Board of Trustees (the ‘board’) is responsible for the planning, design and construction of school property and
        seeks the services of an individual or company to provide (describe) product or services for the above project, to be
        carried out in accordance with Section 5 of the Ministry of Education’s Property Management Handbook.


        Individuals or organisations wishing to be considered as a potential supplier of (describe) product or services for this
        project should submit their proposal by providing the information requested in this form.



        2. Information to be provided by proposer (if not already provided in ROI)
          1.    Details of nature of the proposer as individual or organisation. Include type, structure, number of employees,
                management structure, names and profiles of key person to be employed on this project and full contact
                details.
          2.    Systems for managing project scope, quality, schedule and budget.

          3.    Current workload. Please advise your current level of availability and any existing commitments of a significant
                nature to your business.

          4.    Track record. Provide list of recent projects, the nature of the service provided and the approx value. Include
                education sector projects where applicable and other relevant experience acquired.

          5.    Skills and abilities. Please provide a resume of skills and attributes that you can provide as part your services
                and support this with referees whom can be contacted if desired. Here you can also tell us about any
                professional associations you are a member of.
          6.    Confirmation that you have or can acquire Professional Indemnity (PI) Insurance (for project management
                services only). Note that a successful proposer will be required to have effective PI Insurance.

          7.    Any other information you deem relevant to the Request for Proposal.

          8.    All information provided must be accurate and relevant to the proposal.

          9.    Other information required by the board.

        (Please complete 1-9 above on separate pages)



        3. The evaluation of request for proposal

        The object of calling for requests for proposal is to appoint one individual or organisation that can deliver the project
        management services. Following initial evaluation of proposals the Board may:

          1.    shortlist some proposers for further evaluation; and/or

          2.    enter into discussions or negotiations with one or more proposers; and/or

          3.    select a successful proposer.

        The board may also choose to do any of, but not limited to, the following:

          1.    reject all proposals received and end the process; or

          2.    cancel or postpone the process; or

          3.    extend the timeframes for completion of the process.

        In the event that your proposal is unsuccessful you will be advised in writing at the earliest opportunity and the board
        will advise the reasons for this decision.




Form3, Page 7                                                                                                       Project Management Forms (Issue 3)
        4. Practical evaluation processes
        In addition to reviewing the ROI’s received the process of evaluation may include:

          1.    seeking clarification of any aspect of the information provided; and/or

          2.    inviting the proposer to present their proposal and / or conduct an interview; and/or

          3.    requesting additional information from some or all proposers; and/or

          4.    requesting a tour of relevant facilities managed by the proposer; and/or

          5.    verifying information provided with third parties, checking references or making other independent inquiries
                about the proposer (proposers agree by submitting a request for proposal to allow third parties to provide
                information about proposers to the board).

        Any information obtained from a third party will be kept strictly confidential. Note that RFP process is subject to the
        Official Information Act 1982.



        5. Communications protocol
        The board’s authorised representative for this process is:

        Name

        Delegation

        Organisations


        Address




        Contact phone

        Email address


        To ensure a fair process for all proposers you are requested to only communicate with the board’s authorised
        representative for matters relating to this RFP process. Any communications with other parties may invalidate your
        proposal or invalidate the process for other proposers. It is preferred that all communications be in writing. Wherever
        practical please adhere to this protocol.



        6. Submission Requirements
        Your proposal submission should be in writing and delivered in a sealed envelope to the following address by

                                               (date and time) addressed to the authorised representative and marked

        Proposal for         (describe)        product or services for the

                                                                            project.


        Address




        Email address

        Fax number



        Emailed or faxed submissions (are / are not) acceptable. It should be noted that these are less secure methods of
        communicating information.




Form3, Page 8                                                                                                     Project Management Forms (Issue 3)
        7. Request For Proposal Principles

                You are asked to treat the information in this document as confidential and to communicate it only to the people
          1.
                directly involved in the preparation of your proposal.

                This request for proposal is issued on the understanding that no charge will be made for preparation of your
          2.
                proposal or other information that may be supplied.

                The information provided in your proposal will be considered to form the basis for contract negotiations in the
          3.
                event that your proposal is accepted.

                There is no intention to create legal relations by this RFP. The request may result in negotiations for the award
          4.    of a contract, but of itself is not an offer that tenderers accept by submitting a proposal. To avoid doubt, no
                process contract will arise by the issue of this RFP.
          5.    By responding to this RFP you acknowledge acceptance of the principles specified within this document. The
                extent of acceptance of these principles will be a factor taken into consideration when evaluating responses.
                Where a principle is not acceptable for any reason then you must:
                a. Identify the relevant principle and state to what extent it is not acceptable

                b. Provide an alternative principle that is acceptable

                The lowest priced, or any proposal may not be accepted. The board reserves the right to negotiate for only
          6.
                selected parts of any offered proposal.

          7.    The board reserves the right to request additional information about any proposal from the tenderer.

                The board reserves the right to undertake background checks on the financial viability of successful tenderers
          8.
                prior to contract negotiation.

                Preference will be given to proposals that meet the specified requirements and demonstrate an understanding
          9.
                of the board's needs, exposures and risks.

                The board reserves the right to extend the closing date for RFP responses and to accept or decline late or
         10.
                incomplete proposals at its discretion.

                The board has used reasonable efforts in compiling this RFP. It will not be liable to tenderers for any inaccuracy
         11.
                or omission in the RFP or any additional information the Board may provide.

                The board reserves the rights to cancel, amend, re-issue or withdraw all or part of this RFP and/or process
         12.
                under it at any stage prior to completion of contract negotiations without incurring any liability.

                Information relating to the examination, clarification, evaluation and comparison of proposals and the
         13.    recommendations for selection of tenderers is confidential to the board and will not be disclosed to tenderers or
                any other persons not officially concerned with such process.

                The entire RFP process, including communications and negotiations, is confidential to the board and the
                tenderer. While information will be treated in confidence, tenderers should be aware that the board may be
         14.    required to disclose information if requested to do so in terms of the Official Information Act 1982, or possibly
                the Privacy Act 1993. Tenderer information, proposals and contracts may be reviewed by other government
                bodies such as the State Services Commission, the Treasury, the Office of the Controller and Auditor-General.

                No advertising, press release or other information relating to the RFP or the subsequent acceptance of any
         15.
                proposal shall be published or otherwise made public without the prior written acceptance of the board.

         16.    This RFP and any contract arising from it will be construed according to and governed by New Zealand law.

                All submitted proposals and any material submitted by the tenderer to substantiate the proposal become the
         17.
                property of the board and will not be returned to the tenderer, at any stage, irrespective of the outcome.

                No proposal will be deemed to have been accepted or rejected unless and until acknowledgement of such
         18.
                acceptance or rejection has been notified in writing by the board.




Form3, Page 9                                                                                                       Project Management Forms (Issue 3)
                                   Form 4: Request for Quotation (RFQ)                                          See sections:
                                                                                                                5.2.6, 5.2.9
         Return to Contents Page

         School number                                                           Date

         School name

         MOE block number                                             MoE block name


         Project description /
         specifications




         1. Introduction

         The Board of Trustees (the ‘board’) is responsible for the planning, design and construction of school property and
         seeks a particular service or product in relation to the above project, to be undertaken in accordance with Section 5 of
         the Ministry of Education’s Property Management Handbook.


         Individuals or companies wishing to submit a quotation to supply the required service or product must submit their
         quotation by providing the information requested in this form.



         2. Information to be provided by supplier (if not already provided in ROI)
           1.    Quote price

           2.    Current workload. Please advise your current level of availability and any existing commitments of a significant
                 nature to your business.

           4.    Any other information you deem relevant to the Request for Quotation.

           5.    All information provided must be accurate and relevant to the quotation.

           6.    Other information required by the board.



         3. The evaluation of request for quotation

         The objective of calling for requests for quotation is to accept one individual or company that can provide the required
         service or product. Following initial evaluation of quotations the board will select a successful supplier.

         The board may also choose to do any of, but not limited to, the following:

           1.    reject all quotes received and end the process; or

           2.    cancel or postpone the process; or

           3.    extend the timeframes for completion of the process.

         In the event that your quote is unsuccessful you will be advised of in writing at the earliest opportunity and the board
         will advise the reasons for this decision.




Form4, Page 10                                                                                                       Project Management Forms (Issue 3)
         4. Practical evaluation processes
         The process of evaluation may include:

           1.    seeking clarification of any aspect of the information provided; and/or

           2.    requesting additional information from some or all suppliers; and/or

           3.    verifying information provided with third parties, checking references or making other independent inquiries
                 about the supplier (suppliers agree by submitting a request for quotation to allow third parties to provide
                 information about suppliers to the board).

         Any information obtained from a third party will be kept strictly confidential. Note that the RFQ process is subject to
         the Official Information Act 1982.



         5. Communications protocol
         The board’s authorised representative for this process is:

         Name

         Delegation

         Organisations


         Address




         Contact phone

         Email address


         To ensure a fair process for all suppliers you are requested to only communicate with the board’s authorised
         representative for matters relating to this RFQ process. Any communications with other parties may invalidate your
         bid or invalidate the process for other suppliers. It is preferred that all communications be in writing. Wherever
         practical please adhere to this protocol.



         6. Submission Requirements
         Your quote submission should be in writing and delivered in a sealed envelope to the following address by

                                                (date and time) addressed to the authorised representative and marked

         Quote for project:


         Address




         Email address

         Fax number


         Emailed or faxed submissions (are / are not) acceptable. It should be noted that these are less secure methods of
         communicating information.




Form4, Page 11                                                                                                       Project Management Forms (Issue 3)
         7. Request For Quotation Principles

                 You are asked to treat the information in this document as confidential and to communicate it only to the people
           1.
                 directly involved in the preparation of your quote.

                 This request for quotation is issued on the understanding that no charge will be made for preparation of your
           2.
                 quote or other information that may be supplied.

                 The information provided in your quote will be considered to form the basis for contract negotiations in the
           3.
                 event that your quote is accepted.

                 There is no intention to create legal relations by this RFQ. The request may result in negotiations for the award
           4.    of a contract, but of itself is not an offer that suppliers accept by submitting a quote. To avoid doubt, no process
                 contract will arise by the issue of this RFQ.
           5.    By responding to this RFQ you acknowledge acceptance of the principles specified within this document. The
                 extent of acceptance of these principles will be a factor taken into consideration when evaluating responses.
                 Where a principle is not acceptable for any reason then you must:
                 a. Identify the relevant principle and state to what extent it is not acceptable

                 b. Provide an alternative principle that is acceptable

           6.    The lowest priced, or any quote may not be accepted.

           7.    The board reserves the right to request additional information about any quote from the supplier.

                 The board reserves the right to undertake background checks on the financial viability of successful suppliers
           8.
                 prior to contract negotiation.

                 The board reserves the right to extend the closing date for RFQ responses and to accept or decline late or
           9.
                 incomplete quotes at its discretion.

                 The board has used reasonable efforts in compiling this RFQ. It will not be liable to suppliers for any inaccuracy
          10.
                 or omission in the RFQ or any additional information the Board may provide.

                 The board reserves the rights to cancel, amend, re-issue or withdraw all or part of this RFQ and/or process
          11.
                 under it at any stage prior to completion of contract negotiations without incurring any liability.

                 Information relating to the examination, clarification, evaluation and comparison of quotes and the
          12.    recommendations for selection of suppliers is confidential to the board and will not be disclosed to suppliers or
                 any other persons not officially concerned with such process.

                 The entire RFQ process, including communications and negotiations, is confidential to the board and the
                 supplier. While information will be treated in confidence, suppliers should be aware that the Board may be
          13.    required to disclose information if requested to do so in terms of the Official Information Act 1982, or possibly
                 the Privacy Act 1993. Supplier information, quotes and contracts may be reviewed by other government bodies
                 such as the State Services Commission, the Treasury, the Office of the Controller and Auditor-General.

                 No advertising, press release or other information relating to the RFQ or the subsequent acceptance of any
          14.
                 quote shall be published or otherwise made public without the prior written acceptance of the board.

          15.    This RFQ and any contract arising from it will be construed according to and governed by New Zealand law.

                 All submitted quotes and any material submitted by the supplier to substantiate the quote become the property
          16.
                 of the board and will not be returned to the supplier, at any stage, irrespective of the outcome.

                 No quote will be deemed to have been accepted or rejected unless and until acknowledgement of such
          17.
                 acceptance or rejection has been notified in writing by the board.




Form4, Page 12                                                                                                         Project Management Forms (Issue 3)
                                     Form 5: Consultants Proposal                                  See section:
                                                                                                   5.2.18
                                         Report Form (optional)
         Return to Contents Page

         Project description




         Date of interview


                                     Interview panel                            Representing




         Name of applicant


                                     Criteria                                              Score
                                   Professional indemnity (PI) insurance

                                   Qualities of lead person

                                   Professional expertise

                                   Organisational capacity (QS and PM)

                                   Current commitments

                                   Company support infrastructure

                                   Standardised company methodologies

                                   Independence (no conflicts of interest)




                               Total



                               Score: Excellent 4, Very Good 3, Good 2, Fair 1, Poor 0

         Notes:




Form5, Page 13                                                                                                    Project Management Forms (Issue 3)
                                           Form 6: Fees Release Form                                                     See section:
                                                                                                                         5.3.6
                                                (For projects over $100,000)
Return to Contents Page

To be forwarded to the local office of the Ministry of Education (Ministry)



School number

School name

MoE block number                                                              MOoE block name

New asset / asset upgrade              New asset / asset upgrade


Project description




Ministry Funding Summary (All amounts GST exclusive)                               MoE Project ID     Financial Year           Budget
     5 Year Agreement                                                                                                    $
     Roll Growth                                                                                                         $
     SPG Deficiencies                                                                                                    $
     Other Ministry (please specify)                                                                                     $


Total Ministry funding                                                                                                   $
Fees (10% of Ministry funding)                                                                                           $


Declaration
The Board of Trustees (board) certifies that it will:
●    Undertake the project as described
●    Re-pay the fees if the project does not proceed by the expected completion date
●    Attach a tax invoice to facilitate payment
●    Implement the project by following the process in the ministry's Property Management Handbook, including, if required:
              ■ following the procurement rules in the Property Management Handbook
              ■ submitting a Memorandum of Agreement (Form 9) once the board has approved the tender, but before the
                contract is awarded
                                                                                                            1
              ■ engaging a project manager/consultant to act on the board's behalf to manage the project
              ■ confirming that the project manager/consultants hold Professional Indemnity insurance
              ■ ensuring the project's scope of work and budget as listed above are correct and that the budget is the
                ministry's maximum contribution to the project
              ■ providing through the period of the contract regular cash flow projections to the ministry as required
              ■ letting the contract within one month of receiving the first payment of the budget
              ■ sending in the Occupancy Use Certificate (Form 14) and Construction Observation Certificate (Form 16)


                                                                                              2
     Name of project manager                                              Name of board rep

     Signed                                                               Signed

     Date                                                                 Date


     Received by:                                                         Approved by:
                                                                                                  3
     Network facilitator                                                  Local office manager

     Signed                                                               Signed

     Date                                                                 Date

1
    Delete if the board is eligible to manage this project themselves.
2
    An authorised board representative is a current board member with delegated signing authority and may sign off
    documentation on behalf of the entire board of trustees. The instrument of delegation should be kept in the project file
    eg board minutes.
3
    Or network provision manager.




Form6, Page 14                                                                                                                  Project Management Forms (Issue 3)
                                      Form 7: Project Management Checklist                                                        See section:
                                                                                                                                  5.1.1
                                                                  (Ministry use)
         Return to Contents Page

                                                                                                              Please tick
                 Board seeking approval to let a contract

                 Reimbursement (for project below $100,000)

                 Reactivation of project

         School number

         School name


         Project description




         New asset / asset upgrade           New asset / asset upgrade

         Asset ID

         Asset type

         Project manager


         Ministry Funding Summary (All amounts GST exclusive)                            MoE Project ID      Financial Year           Budget
           5 Year Agreement                                                                                                      $
           Roll Growth                                                                                                           $
           SPG Deficiencies                                                                                                      $
           Other Ministry (please specify)                                                                                       $



         Total Ministry funding                                                                                                  $



         School contact person

         Ministry file number


                                        Information Required By Ministry of Education (where applicable)
                                (to be completed by the network facilitator, indicating that the information provided by the
                                           school is complete and is compliant with the relevant requirement)
                                 Requirement                             Complete               Comments or action required (date)
           Form 9: Memorandum of Agreement or
                                                                          Yes / No
           Form 10: Project Reimbursement Form

           Form 11: Project Component Information                         Yes / No

                                                  1
           Form 12: Procurement Report Form                            Yes / No / N/A

           Form 13: Tax Invoice                                           Yes / No

           Form 15: Design Certificate                                    Yes / No

           Asset Update Forms (from PMIS Internet)                        Yes / No

           CAD plans (if required)                                     Yes / No / N/A

           Form 16: Construction Observation Certification                Yes / No

           Form 14: Occupancy Use Certificate                             Yes / No

           Approved budget                                                Yes / No




Form7, Page 15                                                                                                                Project Management Forms (Issue 3)
                                 Requirement                              Complete              Comments or action required (date)
              No outstanding Construction Observation Certificates
                                                                          Yes / No
              (Form 16) from active previous projects
              No outstanding Occupancy Use Certificates (Form 14)
                                                                          Yes / No
              from active previous projects

              No outstanding BWOF Work Requirement Notices                Yes / No

              No outstanding Staff Inspection Return Cards                Yes / No

              Project compliant with school's approved 10 year plan
                                                                          Yes / No
              and agreed 5 year agreement


                                                                   Summary Statement


         Comments




         I confirm that I made the necessary checks in terms of the PMIS and the ministry files. I can therefore certify that to the best of
         my knowledge the documentation provided by the school is complete and in full compliance with the Property Management
         Handbook requirements and other requirements as listed above.

         Network facilitator

         Signed                                                                                                       Date
                             2
         Peer reviewed by

         Signed                                                                                                       Date

                                                                     Manager Approval



         I certify that to the best of my knowledge the documentation provided is complete and in full compliance with the Property
         Management Handbook requirements and other requirements listed above and approve funding for release.


         Local office manager

         Signed                                                                                                       Date

                                                                      Follow Up Action

                                 Requirement                              Complete        Network Facilitator Signature               Date

             1.      Project approval email sent to school                Yes / No

                     Project set up in PMIS and invoice sent for
             2.                                                           Yes / No
                     payment
                     Occupancy Use Certificate (Form 14) and
             3.      Construction Observation Certificate (Form 16)       Yes / No
                     received and project closed
                     For new accommodation, information sent to
             5.                                                         Yes / No / N/A
                     Resourcing for set-up grant




         1
             Procurement Report Form (Form 12) not required if for a project reimbursement. Copies of tenders should be readily
             available from the board on request. Check that all dates are completed and make chronological sense.
         2
             The local office manager can require a peer review to be undertaken if he/she considers that any part of the
             checking process would benefit from a fresh viewing. The peer reviewer is not required to be a network facilitator,
             but must be familiar with the project management requirements.




Form7, Page 16                                                                                                               Project Management Forms (Issue 3)
                                   Form 8: Project Management Checklist                                     See sections:
                                                                                                            5.1.1, 5.4.18
                                                              (Board use)
         Return to Contents Page
                                                                                                                 Handboo
                                                                                                                 k
                    1. Pre-design stage
                                                                                                                 Referenc

            1.1     Budget allocated and approved through 5YA or other funding programme                       sec 3

            1.2     Responsibilities of individual Board of Trustees (board) members allocated

            1.3     Board sets up project file                                                                 sec 5.1.1

            1.4     Board prepares project manager’s procurement documentation                                 sec 5.2.10

                    Board calls for tenders from prospective project managers (following procurement
            1.5
                    processes)

            1.6     Board engages project manager and signs contract with project manager                      sec 5.1.14

            1.7     Board requests input from stakeholders                                                     sec 5.1.6

            1.8     Board forms project control group                                                          sec 5.1.2

            1.9     Project control group prepares project brief                                               sec 5.1.6

            1.10    Board approves project brief                                                               sec 5.1.6

            1.11    Project manager/board calls for fee tender from other consultant(s)                        sec 5.1.8

                    Board engages other consultant(s) and sets up contracts according to the contracting
            1.12                                                                                               sec 5.1.8
                    model adopted




                    2. Design stage

                    Project manager/board briefs design consultant(s) on requirements (including               sec 5.3.2
            2.1
                    Mministry design requirements)                                                             and sec 6

            2.2     Designer produces initial design concepts                                                  sec 5.3.2

            2.3     Board discusses initial design with project manager and staff                              sec 5.3.2

            2.4     Board approves design concept                                                              sec 5.3.2

            2.5     Project manager instructs designer to produce final design concept                         sec 5.3.3

            2.6     Final design concept given to Quantity Surveyor

            2.7     Final design concept presented to board

            2.8     Board approves final design concept and confirms still within budget

            2.9     Apply for outline plan                                                                     sec 5.3.7

            2.10    Designer produces final plans and specifications                                           sec 5.3.5

                    Board and project manager formally approve final design and relevant consents
            2.11                                                                                               sec 5.3.9
                    sought
                    Optional: Board sends tax invoice to Ministry for 10% of project costs (projects over
            2.12                                                                                               sec 5.3.6
                    $100,000) to pay consultants




Form8, Page 17                                                                                                   Project Management Forms (Issue 3)
                   3. Implementation

                   Project manager prepares tender documents for contractors, advertises on GETS for
            3.1                                                                                              sec 5.2.4
                   projects over $100,000

            3.2    Board approves tender documents

            3.3    Project manager applies for building and other consents                                   sec 5.3.7

            3.4    Tender process implemented                                                                sec 5.2.10

                   Tenders received, analysed by project manager and recorded on Procurement Report
            3.5
                   Form (Form 12)
                   Board discusses Procurement Report Form (Form 12) and accepts tender once Ministry
            3.6
                   approval received in writing

           3.7 a   Projects over $100,000 - board sends required documentation to ministry for approval      sec 5.2.22

                   Projects under $100,000 – board sends required documentation to ministry for
           3.7 b                                                                                             sec 5.2.22
                   approval or board undertakes project and provide documentation at end of project

            3.8    Project manager notifies all tenderers and posts on GETS                                  sec 5.2.21

            3.9    Board signs contract with contractor                                                      sec 5.4.4

            3.10   Work starts                                                                               sec 5.4

            3.11   Project manager monitors construction in conjunction with other consultants               sec 5.4.8

                   Regular progress reports to board including cash flows, claims and recommended
            3.12
                   changes

            3.13   Progress report and payment invoice to ministry if project over $250,000                  sec 5.4.10

            3.14   Board arranges for payments to contractors                                                sec 5.4.10

                   At project completion project manager and whoever is in charge of quality control and
            3.15                                                                                             sec 5.4.19
                   board do inspection
                   Project manager prepares ‘snagging list’ - a list of defects and remedial work needed
            3.16                                                                                             sec 5.4.19
                   but which doesn't affect practical completion

            3.17   Project manager ensures contractor attends to items on snagging list                      sec 5.4.19

                   Architect/project manager fill in Occupancy Use Certificate (Form 14) for board to sign
            3.18
                   when ready for occupation or use

            3.19   Board sends to ministry final required documentation                                      sec 5.4.19

            3.20   Close the project file                                                                    sec 5.4.22

                   Project manager and board ensure that the building consent, code compliance
            3.21                                                                                             sec 5.4.19
                   certificate and any required Certificate for Public Use is issued before occupation

            3.22   Building can be occupied if all approvals given in 3.21

                   90-day defects liability period starts. Staff, board advise project manager of all
            3.23                                                                                             sec 5.4.19
                   defects. Maintenance retention withheld for duration of maintenance period




                   4. Completion

            4.1    Contractor repairs all defects

            4.2    Board and project manager arrange to pay contractor all outstanding amounts

            4.3    Discharge the project manager (or retain under long-service contract)                     sec 5.4.20

                   Conduct a Post Occupancy Evaluation within 12 months and submit to the ministry
            4.4                                                                                              sec 5.4.21
                   (optional)




Form8, Page 18                                                                                                Project Management Forms (Issue 3)
                                         Form 9: Memorandum of Agreement                                            See section:
                                                                                                                    5.2.22
                                                              (For advancing funds)
         Return to Contents Page

         To be forwarded to the local office of the Ministry of Education (Ministry)



         School number

         School name

         MoE block number                                                   MoE block name


         Project description




                               1
         Funding Summary           (All amounts GST exclusive)
         5 Year Agreement                            $                                 Recommended tender               $
         Roll Growth                                 $                                 Consultants fees                 $
         SPG Deficiencies                            $                                 Consent fees                     $
         Other Ministry (please specify)             $                                 Contingency                      $



         Total Ministry funding                      $                                 Total project budget             $
         Board contribution                          $
         Total funding                               $



         Expected start date

         Expected completion date

         New asset / asset upgrade                       New asset / asset upgrade

         Were new sqm's added?

         If Yes, how many new net sqm's?



         Name of project manager

         Recommended tenderer


         Forecast Expenditure

                 Jul     $                                       Dec    $                                 May   $

                 Aug     $                                       Jan    $                                 Jun   $

                 Sep     $                                       Feb    $                    Future Periods     $

                 Oct     $                                       Mar    $
                                                                                            Total Project
                 Nov     $                                       Apr    $                  Cost Remaining       $




Form9, Page 19                                                                                                      Project Management Forms (Issue 3)
         Declaration

         The Board of Trustees certifies that it will:
         ●    Implement the project by following the process outlined in the Ministry's Property Management Handbook,
               including, if required:
                                                                                                                       2
                         ■ engaging a project manager/consultant to act on the board's behalf to manage the project
                         ■ confirming that the project manager/consultants hold professional indemnity (PI) insurance
                         ■ ensuring the project's scope of work, budget, and completion date as listed above is correct and that
                            the budget is the ministry's maximum contribution to the project
                         ■ providing through the period of the contract regular cash flow projections to the ministry as required
                                                                                                                3
                         ■ letting the contract within one month of receiving the first payment of the budget
                         ■ completing the project by the date specified above and returning any unspent balance of the budget
                            to the ministry
         ●    Attach to this Memorandum of Agreement:
                         ■ the project manager's Procurement Report Form (Form 12) noting the tenders received for the project
                            and the tender which the board proposes to accept
                         ■ Project Component Information (Form 11) as prepared by the project manager/Architect/Designer
                         ■ A Design Certificate (Form 15) from the project manager/Architect/Designer
                         ■ A Tax Invoice (Form 13) for paying the budget
                         ■ Asset update forms (from PMIS internet) to record the property changes brought about by the project
                         ■ CAD plans - electronic version preferable (if applicable)




              Name of project manager

              Signed

              Date


                                              4
              Name of board representative

              Signed

              Date




         1
             Attach copy of Ministry's approval for Special Needs Modifications and Unforeseen Work.
         2
             Delete if the board is eligible to manage this project themselves and no consent is required.
         3
             For projects costing up to $250,000, 90% of the budget is advanced in one sum. Projects over $250,000 are
             advanced according to when progress payments will be necessary.
         4
             An authorised board representative is a current board member with delegated signing authority and may sign off
             documentation on behalf of the entire board of trustees. The instrument of delegation should be kept in the project
             file eg board minutes.




Form9, Page 20                                                                                                             Project Management Forms (Issue 3)
                                       Form 10: Project Reimbursement Form                                            See section:
                                                                                                                      5.4.19
                                (For projects under $100,000 agreed with the ministry)
          Return to Contents Page

          To be forwarded to the local office of the Ministry of Education (ministry)



          PART A - PROJECT INFORMATION

          School number

          School name

          MoE block number                                                          MoE block name


          Project description




                                1
          Funding Summary           (All amounts GST exclusive)
          5 Year Agreement                          $                                   Project cost           $
          Roll Growth                               $                                   Consultants fees       $
          SPG Deficiencies                          $                                   Consent fees           $
          Other Ministry (please specify)           $


          Total Ministry funding                    $                                   Total project budget   $
          Board contribution                        $
          Total funding                             $



          Start date

          Completion date

          New asset / asset upgrade                     New asset / asset upgrade

          Name of project manager

          Recommended tenderer




          PART B - PROCUREMENT PROCESS QUESTIONNAIRE

          B1      Was emergency procurement used with prior Ministry approval?                                     Yes / No

                  (If Yes, attach Ministry approval and go to PART E)


                  Was selected procurement used with prior Ministry approval?                                      Yes / No

                  (If Yes, attach ministry approval and go to PART E)


                  If the project budget was less than $100,000, did you seek quotations (RFQ)?                     Yes / No

                  (If No, go to B2)

                  If Yes, how many were asked to quote?

                  How many responses did you get?

                  If this number was less than three, how were additional suppliers identified?




                  (Go to PART C)




Form10, Page 21                                                                                                               Project Management Forms (Issue 3)
          B2      Competitive Tenders

                  Did you ask for Registrations of Interest (ROI)?                                         Yes / No

                  (If No, go to B3)

                  If yes, was it advertised on GETS?                                                       Yes / No

                  (If Yes, attach GETS notice)

                  How long was it advertised on GETS?

                  How many responses did you get?
                                                                     2
                  How many were subsequently asked to tender?

                  If this number was insufficient, how were additional tenderers identified?




                  Describe the assessment criteria against which ROIs were evaluated:




                  (Go to B4)



          B3      Request for Proposal (RFP) / Request for Tender (RFT)

                  Did you advertise on GETS?                                                               Yes / No

                  (If Yes, attach GETS notice)

                  How many responses did you get?

                  If the number of responses was insufficient, how were additional tenderers identified?




                  (Go to B4)



          B4      Tender Period

                  When did tenders open?

                  When did tenders close?

                  (Go to PART C)




Form10, Page 22                                                                                                       Project Management Forms (Issue 3)
          PART C - QUOTATION/PROPOSALS/TENDERS RECEIVED (project manager to complete)

          The following is the schedule of quotes/proposals/tenders received:

                                                     Name                                          Amount              Date

            1.                                                                                 $

            2.                                                                                 $

            3.                                                                                 $

            4.                                                                                 $

            5.                                                                                 $

            6.                                                                                 $



                       Date quotations/tenders/proposals opened



                       Quotations/tenders/proposals opened by (name)

                       Designation

                       Signed

                       Date



                       In the presence of (name)

                       Designation

                       Signed

                       Date




          PART D - QUOTATION/PROPOSAL/TENDER ANALYSIS (project manager to complete)

          Assessment Criteria

                       Describe the assessment criteria that was applied to the quotes/proposals/tenders received in PART C:




Form10, Page 23                                                                                                                Project Management Forms (Issue 3)
            1.    Name of tenderer:

                       Price                    $

                       Comments on quote/proposal/tender (is the best value provided)




                       Comments on tenderer (include previous work experience, quality of previous work etc.)




            2.    Name of tenderer:

                       Price                    $

                       Comments on quote/proposal/tender (is the best value provided)




                       Comments on tenderer (include previous work experience, quality of previous work etc.)




            3.    Name of tenderer:

                       Price                    $

                       Comments on quote/proposal/tender (is the best value provided)




                       Comments on tenderer (include previous work experience, quality of previous work etc.)




Form10, Page 24                                                                                                 Project Management Forms (Issue 3)
            4.    Name of tenderer:

                       Price                    $

                       Comments on quote/proposal/tender (is the best value provided)




                       Comments on tenderer (include previous work experience, quality of previous work etc.)




            5.    Name of tenderer:

                       Price                    $

                       Comments on quote/proposal/tender (is the best value provided)




                       Comments on tenderer (include previous work experience, quality of previous work etc.)




            6.    Name of tenderer:

                       Price                    $

                       Comments on quote/proposal/tender (is the best value provided)




                       Comments on tenderer (include previous work experience, quality of previous work etc.)




Form10, Page 25                                                                                                 Project Management Forms (Issue 3)
          PART E - QUOTATION/PROPOSAL/TENDER RECOMMENDATION (project manager to complete)



                          Recommended supplier

                          Price                   $

                          Comments on recommendation (why this is the quote/proposal/tender recommended to the board for
                          acceptance in terms of ability to deliver and value for money etc.)




                          Recommended by (name)

                          Designation

                          Signed

                          Date



          (person peer reviewing recommendation must have had no part in the analysis of quotes/proposals/tenders)

                          Name of independent peer reviewer

                          Designation

                          Signed

                          Date



          Certification
          In signing, the signatories to this quote/proposal/tender report certify that the above information accurately reflects the results
          of the quotes/proposals/tenders obtained for this project and that all other aspects of the procurement process required by the
          Ministry of Education’s Property Management Handbook requirements have been met.

          In particular the procurement process has met the Ministry of Education’s requirement for a contestable and transparent
          process. Contestable means more than one quote/proposal/tender has been obtained to ensure the best possible price and
          service. Transparency means that the procurement process is well documented, clear and has met with the board’s approval
          prior to quotes/proposals/tenders being called. A documented and clear process ensures fairness to those tendering for the work
          so that the board in turn can act in a fair manner to all tenderers in considering this report.




Form10, Page 26                                                                                                                        Project Management Forms (Issue 3)
          PART F - QUOTATION/PROPOSAL/TENDER PREFERENCE (Board of Trustees to complete)



                    Company name of proposed supplier
                    (subject to Ministry sign-off of documentation)

                    Price                                                         $



                    The Board of Trustees certifies that it agrees to the above proposed supplier
                                                   3
                    Name of board representative

                    Signed

                    Date



                    If this is not the quote/proposal/tender recommended by the project manager, explain the reason why (the board's
                    decision is a requirement for a contestable and transparent procurement process):




                                        4
          PART G - FOLLOW UP ACTION         (Board of Trustees to complete)



                    Date Ministry signed off documentation

                    Date project manager advised all successful tenderers
                    (including advertising on GETS if applicable 5)


                    Date post award notification put on GETS (if applicable)



                    Date Project Reimbursement Form (Form 10) placed on project file



                    Name of board representative

                    Signed

                    Date




Form10, Page 27                                                                                                              Project Management Forms (Issue 3)
          PART H - DECLARATION

          The Board of Trustees certifies that it has:
          ●    Implemented the project by following the process outlined in the Ministry's Property Management Handbook,

                including, if required:

                    ■ engaging a project manager/consultant to act on the board's behalf to manage the project

                    ■ confirming that the project manager/consultants hold professional indemnity (PI) insurance

                    ■ ensuring the project's scope of work, budget, and completion date as listed above is correct and that

                       the budget is the Ministry's maximum contribution to the project

          ●    Attached to this Project Reimbursement Form:
                    ■ Project Component Information (Form 11) as prepared by the project manager/Architect/Designer

                    ■ A Design Certificate (Form 15) from the project manager/Architect/Designer

                    ■ A Tax Invoice (Form 13) for paying the Budget

                    ■ Asset update forms (from PMIS internet) to record the property changes brought about by the project

                    ■ CAD plans - electronic version preferable (if applicable)

                    ■ A Construction Observation Certificate (Form 16) from the project manager/Architect/Designer

                    ■ An Occupancy Use Certificate (Form 14) from the project manager




          Name of board representative

          Signed

          Date




          1
              Attach copy of Ministry's approval for Special Needs Modifications and Unforeseen Work.
          2
              If ROI respondents were not asked to tender, please explain why in assessment criteria box.
          3
              An authorised board representative is a current board member with delegated signing authority and may sign off
              documentation on behalf of the entire board of trustees. The instrument of delegation should be kept in the project

              file eg board minutes.
          4
              For school file, and not required to be re-submitted to the Ministry.
          5
              Advertising on GETS is optional for projects < $100,000.




Form10, Page 28                                                                                                                     Project Management Forms (Issue 3)
                              Form 11: Project Component Information                                                     See sections:
                                                                                                                         5.2.22, 5.4.19
Return to Contents Page

                                 To be forwarded to the local office of the Ministry of Education (ministry)



School number

School name


Project description




Ministry funding          $                    (GST exclusive)



PART A - Does the project relate to a:                                                                                       Value
   Ancillary building - all small buildings at schools that are not considered main school
                                                                                                         Yes / No    $
   buildings (storage areas, tractor sheds etc)

   Boiler - all boilers                                                                                  Yes / No    $

   Covered way - all covered walkways linking buildings (Does not include roof extensions,
                                                                                                         Yes / No    $
   verandahs, and porches)

   House - all ministry owned houses                                                                     Yes / No    $

   Land - all ministry owned land                                                                        Yes / No    $

   Relocatable building - all classrooms specifically provided to cater for roll increases which
                                                                                                         Yes / No    $
   may, at some later date, be removed to use elsewhere when the roll declines
   Site Improvements - all site improvements (hard-court, fencing, paving and other external
                                                                                                         Yes / No    $
   site works)

   Swimming pool - all swimming pools (including fencing and changing rooms)                             Yes / No    $

   Permanent school building - if yes, complete PART B                                                   Yes / No    $

  Total project cost remaining                                                                                       $



PART B - Permanent school building component values:                                                      Typical
                                                                                                                          Percentage
                                                                                                        Percentage

   Fabric - all main structural components, foundations and cladding (preliminaries, reinforcing
                                                                                                          35.0%
   steel, structural steelwork, concrete masonry, metal windows and doors)

   Roof - all external roofing                                                                             7.0%

   Services - all plumbing and electrical work                                                            14.0%

   Fit-out - all internal linings and coverings (joinery, plasterboard linings, floor coverings,
                                                                                                          44.0%
   painting and specialist finishes)

   Lift - all lifts                                                                                        0.0%

   Total of component values                                                                             100.0%



- This information should be recorded to a reasonable level of accuracy.

- A quantity surveyor is not required to determine the breakdown.

- An estimate of proportions is entirely adequate.

- Any fees and project management costs should be applied pro-rata.

- PMIS default component values are identified above. Actual component values should be updated by

 network facilitator before project closure.



Name of project manager

Signed

Date




Form11, Page 29                                                                                                                      Project Management Forms (Issue 3)
                               Form 12: Procurement Report Form                                       See sections:
                                                                                                      5.2.17, 5.2.20,
         Return to Contents Page
                                                                                                      5.2.22, 5.4.19
         Original documentation to be kept by school on project file.
         (Copy to be sent to the Ministry of Education accompanying project documentation)

         School number
         School name


         Description of works being tendered for




         The procurement report form intends to describe the procurement process and results. It must be noted that all
         tenders for work greater than $100,000 must be posted on the Government Electronic Tenders Service
         (GETS) with a copy of the listing attached to this form.

         The exceptions are projects that were subject to emergency or selected procurement and had the Ministry's prior
         approval to either of these processes.


         PART A - PROCUREMENT PROCESS QUESTIONNAIRE

         A1       Was emergency procurement used with prior Ministry approval?                        Yes / No
                  (If Yes, attach ministry approval and go to PART D)

                  Was selected procurement used with prior Ministry approval?                         Yes / No

                  (If Yes, attach ministry approval and go to PART D)

                  Did you seek quotations - RFQ (only for projects less than $100,000)?               Yes / No
                  (If No, go to A2)


                  If Yes, how many were asked to quote?
                  How many responses did you get?

                  If this number was less than three, how were additional suppliers identified?




                  (Go to PART B)




Form12, Page 30                                                                                                         Project Management Forms (Issue 3)
         A2       Competitive Tenders

                  Did you ask for Registrations of Interest (ROI)?                                         Yes / No
                  (If No, go to A3)

                  If Yes, was it advertised on GETS?                                                       Yes / No
                  (If Yes, attach GETS notice)

                  How long was it advertised on GETS?

                  How many responses did you get?
                                                                     1
                  How many were subsequently asked to tender?

                  If the number of responses was insufficient, how were additional tenderers identified?




                  Describe the assessment criteria against which ROIs were evaluated:




                  (Go to A4)


         A3       Request for Proposal (RFP) / Request for Tender (RFT)
                  Did you advertise on GETS?                                                               Yes / No

                  (If Yes, attach GETS notice)
                  How many responses did you get?

                  If the number of responses was insufficient, how were additional tenderers identified?




                  (Go to A4)

         A4       Tender Period

                  When did tenders open?

                  When did tenders close?

                  (Go to PART B)




Form12, Page 31                                                                                                       Project Management Forms (Issue 3)
         PART B - QUOTATIONS/PROPOSALS/TENDERS RECEIVED (project manager to complete)

         The following is the schedule of quotes/proposals/tenders received:

                                              Name                                   Amount                Date

           1.                                                                   $

           2.                                                                   $
           3.                                                                   $

           4.                                                                   $
           5.                                                                   $

           6.                                                                   $



                  Date quotations/proposals/tenders opened


                  Quotations/tenders/proposals opened by (name)

                  Designation

                  Signed

                  Date


                  In the presence of (name)
                  Designation

                  Signed

                  Date




         PART C - QUOTATION/PROPOSAL/TENDER ANALYSIS (project manager to complete)

         Assessment Criteria

                  Describe the assessment criteria that was applied to the quotes/proposals/tenders received in PART B:




Form12, Page 32                                                                                                           Project Management Forms (Issue 3)
           1.     Name of tenderer:

                  Price                           $

           Comments on quote/proposal/tender (include tags, quality of bid, well-timed start/finish, requirements met etc)




                          Comments on tenderer (include previous work experience, quality of previous work etc.)




           2.     Name of tenderer:
                  Price                           $

           Comments on quote/proposal/tender (include tags, quality of bid, well-timed start/finish, requirements met etc)




                          Comments on tenderer (include previous work experience, quality of previous work etc.)




Form12, Page 33                                                                                                          Project Management Forms (Issue 3)
           3.     Name of tenderer:
                  Price                           $
           Comments on quote/proposal/tender (include tags, quality of bid, well-timed start/finish, requirements met etc)




                          Comments on tenderer (include previous work experience, quality of previous work etc.)




           4.     Name of tenderer:

                  Price                           $
           Comments on quote/proposal/tender (include tags, quality of bid, well-timed start/finish, requirements met etc)




                          Comments on tenderer (include previous work experience, quality of previous work etc.)




Form12, Page 34                                                                                                          Project Management Forms (Issue 3)
           5.     Name of tenderer:
                  Price                           $
           Comments on quote/proposal/tender (include tags, quality of bid, well-timed start/finish, requirements met etc)




                          Comments on tenderer (include previous work experience, quality of previous work etc.)




           6.     Name of tenderer:

                  Price                           $
           Comments on quote/proposal/tender (include tags, quality of bid, well-timed start/finish, requirements met etc)




                          Comments on tenderer (include previous work experience, quality of previous work etc.)




Form12, Page 35                                                                                                          Project Management Forms (Issue 3)
         PART D - QUOTATION/PROPOSAL/TENDER RECOMMENDATION (project manager to complete)



                  Recommended supplier

                  Price                        $

                  Comments on recommendation (why this is the quote/proposal/tender recommended to the board for
                  acceptance in terms of the assessment criteria described in Part C above).




                  Recommended by (name)

                  Designation
                  Signed

                  Date


         (person peer reviewing recommendation must have had no part in the analysis of quotes/proposals/tenders)

                  Name of independent peer reviewer

                  Designation
                  Signed
                  Date



         Certification

         In signing, the signatories to this quote/proposal/tender report certify that the above information accurately
         reflects the results of the quotes/proposals/tenders obtained for this project and that all other aspects of the
         procurement process required by the Ministry of Education’s Property Management Handbook requirements have
         been met.
         In particular the procurement process has met the Ministry of Education’s requirement for a contestable and
         transparent process. Contestable means that more than one quote/proposal/tender has been obtained to ensure
         the best possible price and service (three prices is a useful guide). Transparency means that the procurement
         process is well documented, clear and has met with the board’s approval prior to quotes/proposals/tenders being
         called. A documented and clear process ensures fairness to those tendering for the work so that the board in turn
         can act in a fair manner to all tenderers in considering this report.




Form12, Page 36                                                                                                             Project Management Forms (Issue 3)
         PART E - QUOTATION/PROPOSAL/TENDER PREFERENCE (Board of Trustees to complete)



                  Company name of proposed supplier
                  (subject to Ministry of Education sign-off of documentation)

                  Price                                                  $



                  The Board of Trustees certifies that it agrees to the above proposed supplier
                                                             2
                  Name of authorised board representative

                  Signed
                  Date


                   If this is not the quote/proposal/tender recommended by the project manager, explain the reason why (the
                   board's decision is a requirement for a contestable and transparent procurement process):




                                             3
         PART F - FOLLOW UP ACTION               (Board of Trustees to complete)



                  Date Ministry signed off documentation

                  Date project manager advised all successful tenderers
                  (including advertising on GETS if applicable 4)


                  Date post award notification put on GETS (if applicable)



                  Date Procurement Report Form placed on project file



                  Name of board representative

                  Signed
                  Date




         1
             If ROI respondents were not asked to tender, please explain why in assessment criteria box.
         2
             An authorised board representative is a current board member with delegated signing authority and may sign
             off documentation on behalf of the entire board of trustees. The instrument of delegation should be kept in
             the project file eg board minutes.
         3
             For school file, and not required to be re-submitted to the Ministry.
         4
             Advertising on GETS is optional for projects < $100,000.




Form12, Page 37                                                                                                            Project Management Forms (Issue 3)
                                               Form 13: Tax Invoice                                       See sections:
                                                                                                          5.2.22, 5.3.6,
        Return to Contents Page                                                                           5.4.9, 5.4.19
        To be forwarded to the local office of the Ministry of Education (Ministry)

        Date

        Unique Invoice No                                  (From schools accounting/ledger system)

        GST number



        School number

        School name


        School address




        To                        Ministry of Education

        Office

        Office address




        Project description




        Ministry Funding                                               MOE Project ID    Financial Year        Budget
            5 Year Agreement                                                                              $
            Roll Growth                                                                                   $
            SPG Deficiencies                                                                              $
            Other Ministry (please specify)                                                               $


        Approved Ministry funding                                                                         $

        Less 10% retention of approved ministry funding1                                                  $
        Less advanced funds                                                                               $
        Subtotal                                                                                          $
        Amount requested                                                                                  $
        Plus GST (15%)                                                                                    $
        Invoice amount payable to school                                                                  $


        GST inclusive invoice amount payable to school




        1
            Not applicable if funds are being reimbursed to school




Form13, Page 38                                                                                               Project Management Forms (Issue 3)
                                     Form 14: Occupancy Use Certificate                                                    See sections:
                                                                                                                           5.2.22, 5.4.19
        Return to Contents Page
        To be forwarded to the local office of the Ministry of Education (Ministry)

        School number

        School name

        MoE block number                                                            MoE block name


        Project description




        Practical completion date


        (All amounts GST exclusive)

        Ministry Funding                                               Project ID      Financial Year       Paid To Date         Budget
           5 Year Agreement                                                                             $                    $
           Roll Growth                                                                                  $                    $
           SPG Deficiencies                                                                             $                    $
           Other Ministry (please specify)                                                              $                    $

                                                                                                        $                    $


        Total Ministry funding                                                                                               $
        Total Ministry funding paid to date                                                                                  $




        Total Board of Trustees (board) contribution                                                                         $




        Total project cost (contract price)                                                                                  $


        Spending Summary

        Total project cost                                                                                                   $
        - Total Ministry funding paid to date                                                                                $
        - Total board contribution                                                                                           $

        Balance                       (Final invoice to be attached)                                                         $


        Note: Where a school is allocated a fixed budget for a project under the 5YA, roll growth or SPG programme and the
        project comes in under budget, the board is not required to return the funds to the Ministry. Any project savings will be
        credited to the next project undertaken by the school which can include modernisation of existing buildings or adding
        additional square metres if the school has an SPG deficiency. It is required that another project is set up from the funding
        source of the remaining funds.

        When funding is provided for a specific project such as unforeseen work or a special needs modification, unspent funds
        must be returned to the Ministry.




Form14, Page 39                                                                                                      Project Management Forms (Issue 3)
        Certification

        Attached are, if required:

        ●    A Construction Observation Certificate (Form 16)
                                                    1
        ●    Updated building plans in CAD format
                                                                     2
        ●    A completed Project Component Information (Form 11)
        ●    A cheque for unspent funds when funding is provided for a specific project


        This project has been completed to the satisfaction of the board (subject to the normal maintenance period and retentions
        applying to the contract) and the funds provided by the ministry have only been expended on the project as detailed
        above.



             Name of project manager

             Signed

             Date


                                            3
             Name of board representative

             Signed

             Date




        1
            Not required if no change to building walls
        2
            Only required if changed from form submitted earlier
        3
            An authorised board representative is a current board member with delegated signing authority and may sign off
            documentation on behalf of the entire board of trustees. The instrument of delegation should be kept in the project
            file eg board minutes.




Form14, Page 40                                                                                                 Project Management Forms (Issue 3)
                                       Form 15: Design Certificate                                           See sections:
                                                                                                             5.2.22, 5.4.19
        Return to Contents Page
        This form must be completed for all projects and forwarded to the local office of the Ministry of Education
        (ministry). 'Design' denotes detailed design plans, specifications, scope of work or any other form of
        documentation that outlines the requirements of the project prior to work starting.



        School number

        School name


        Description of works:




        Certification
        Explanatory note: All projects must have a project manager. All projects requiring a building consent must have a
        professional project manager. If there is only a project manager (professional or non-professional) engaged on a
        project, that person must complete PART A and certify that the design has been prepared in accordance with all
        applicable legislation and standards, including the relevant Ministry design requirements in the Property
        Management Handbook. If there are other consultants engaged on the project, then each of these persons must
        complete PART B and provide design certification for the work they are responsible for, with the project manager
        responsible for the collation of these certificates and attaching them to this form. (In some cases the project
        manager may have to provide a design certification and collate the certificates from other consultants if they are
        involved in both management and design).


        PART A - Project manager with no other consultants

        I certify that, in my opinion, based on reasonable grounds, the design has been prepared in accordance with all
        applicable legislation and standards, including the relevant Ministry design requirements in the Property
        Management Handbook. Where the consultant contracted to provide the design service(s) is a limited liability
        company, this certificate is signed on behalf of the company only. The signatory does not accept any personal
        liability for its contents. The Ministry and the board of trustees agrees that any claim arising out of or in
        connection with this certificate in contract, tort or otherwise may only be pursued against the company and not
        against the signatory personally. This certification is not to be construed as a guarantee.



        Name of project manager

        Signed

        Date


        PART B - Project manager with other consultants

        I certify that, in my opinion, based on reasonable grounds, the design has been prepared in accordance with all
        applicable legislation and standards, including the relevant Ministry design requirements in the Property
        Management Handbook. Where the consultant contracted to provide the design service(s) is a limited liability
        company, this certificate is signed on behalf of the company only. The signatory does not accept any personal
        liability for its contents. The Ministry and the board of trustees agrees that any claim arising out of or in
        connection with this certificate in contract, tort or otherwise may only be pursued against the company and not
        against the signatory personally. This certification is not to be construed as a guarantee.



        1. As a suitably qualified design professional authorised to certify work, signed for and on behalf of

        Name of Consultant/Designer/company

        Nature of design work completed

        Signature of authorised person

        Date




Form15, Page 41                                                                                                  Project Management Forms (Issue 3)
        2. As a suitably qualified design professional authorised to certify work, signed for and on behalf of

        Name of Consultant/Designer/company

        Nature of design work completed

        Signature of authorised person

        Date


        3. As a suitably qualified design professional authorised to certify work, signed for and on behalf of

        Name of Consultant/Designer/company

        Nature of design work completed

        Signature of authorised person

        Date


        4. As a suitably qualified design professional authorised to certify work, signed for and on behalf of

        Name of Consultant/Designer/company

        Nature of design work completed

        Signature of authorised person

        Date


        5. As a suitably qualified design professional authorised to certify work, signed for and on behalf of

        Name of Consultant/Designer/company

        Nature of design work completed

        Signature of authorised person

        Date


        6. As a suitably qualified design professional authorised to certify work, signed for and on behalf of

        Name of Consultant/Designer/company

        Nature of design work completed

        Signature of authorised person

        Date




        I certify that all design consultants contracted to provide design services on this project have made the required
        certifications above

        Name of project manager

        Signed

        Date




Form15, Page 42                                                                                                  Project Management Forms (Issue 3)
                                            Form 16: Construction                                            See sections:
                                                                                                             5.2.22, 5.4.19
                                            Observation Certificate
        Return to Contents Page

        This form must be completed for all projects and forwarded to the local office of the Ministry of Education (Ministry).
        'Construction' denotes any work that has been undertaken, or the ordering of any product or service.

        School number

        School name


        Description of work that has been undertaken and observed:




        Observation Certification
        Explanatory note: All projects must have a project manager. All projects requiring a building consent must have a
        professional project manager. The project manager must certify that they and/or personnel under their control
        have carried out periodic reviews of the work and that they believe on reasonable grounds that the works have
        been completed in accordance with the approved design to which the Design Certificate (Form 15) relates. The
        project manager must also attach any certificates from the contractors and/or subcontractors and/or other
        consultants to support this certification.

        I or personnel under my control have carried out periodic reviews of the work appropriate to the engagement and,
        based on this periodic observation of the work and the certifications listed below from the contractors and/or
        subcontractors and/or other consultants, believe on reasonable grounds that the works have been completed in
        accordance with the approved design to which the Design Certificate (Form 15) relates. These certifications are
        listed fully here for completeness:

        Name of signatory

        Company (if applicable)

        Signed



        Name of signatory

        Company (if applicable)

        Signed



        Name of signatory

        Company (if applicable)

        Signed


        Where the project manager/consultant providing the observation service(s) is a limited liability company, these
        certifications are signed on behalf of the company only. The signatory does not accept any personal liability for its
        contents. The ministry and the board agree that any claim arising out of or in connection with this certificate in
        contract, tort or otherwise may only be pursued against the company. This certification is not to be construed as a
        guarantee.


        Name of project manager

        Signed

        Date




Form16, Page 43                                                                                                 Project Management Forms (Issue 3)

				
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